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Thursday, 29 May 2014

Professionals
- If you have been reading this blog for a while, you should be convinced of
one fact:communication is to your
career what water is to sustenance; it is absolutely crucial for survival.

If
you are new to this
blog and are unconvinced about the importance of
effective communications, then let me ask you a few questions:

How
often have you needed to clearly convey your ideas/suggestions/plans in emails, during meetings or when deliveringpresentations?

How
many timeshave you needed to suggest,
convince, refute, elaborate, corroborate?

On
how many occasions have you been required to take the lead in a team assignment
or in overseeing an initiative?

Chances
are that you have needed to dothem very
often. No, strike that. You do all these things, on a daily basis, in one form
or another.

Leaders
-count the numerous times you have been
required to do the following:give a
speech; conduct brainstorming sessions with your executive cadre; convince the
Board; and for some unfortunate few - addmanaging corporate crises to your repertoire.

Done?

Surely
now you realise that being an effective communicator these days is a
non-negotiable skill you must acquire, if, like most of us regular folk, you
neither are blessed with the gift of the gab nor have the penchant for penning
bestsellers.

This
means that for the majority of us seeking to communicate for success, we must
learn this skill with the discipline that is required to learn a new language
orto play an instrument. It must be a
conscious,deliberate act.

So
whether you are a 'newbie' in the corporate jungle or a seasoned professional,
below are 10 tips which you should master:

1) Identify your audience and adjust your style as required

This
is the number one rule for communicating for impact. It also encompasses being
aware of cultural nuances when speaking.Remember adopting an informal style does not mean using crude language
orslangs. Have a 'professional' mindset
always in issues relating to your work.

For
the formal style, avoid archaic or redundant terms and use what I would
call'modern-formal' language.
For example, use "many lives" instead of "many souls" :
"Many lives perished in the ferry disaster".

2) Get to your point quickly and use simple,
clear language

Do
not waffle on. For speeches/presentations, capture the interest of your
audience at
'hello'. Imagine your audience comprises
five-year-olds whose attention spans last about a minute.

For the written word, keep it short and eliminate jargon at all costs. Clarity and brevity must be the rule of thumb.

3) Avoid verbal outbursts and never respond
when you are angry

Do
not engage in a shouting match at work with colleagues no matter how aggrieved
you are. Likewise, do not send a text or an email when you are angry, no matter
how justified to do so you feel. It is always counter-productive and after the
storm has subsided, your reputation for being a rational, professional being
would be tarnished with the real possibility of being passed over for
leadership roles. Basically if you cannot manage your emotions, you lack the
skills required for high-responsibility duties.

4) Do not underestimate non-verbal cues

Learn
to curb non-verbal cues that convey negative messages. Shifting eyes,
fidgeting, slumping in a chair, an expressionless face -all communicate a lack of confidence,
aloofness, as well as a notion that you are untrustworthy. You may not be aware
of these faux pas, so do not get defensive when they are pointed out by a
well-intentioned colleague or friend.

Cultivate
desirable traits such as: active listening and sincere smiling: maintaining eye
contact and looking into the camera: being humble and gracious: and having a
pleasant demeanour. Being 'likable' is beneficial to your career.

5) In all written communications - emails, memos, letters, reports, statements
or press releases - cross-check your
grammar multiple times and do not simply rely on spell checks

Ensure
that the meanings of the words are given in the right context - semantics:('Cite' vs. 'Site' vs. 'Sight');
and that the word order/structure is not clumsy : syntax, ('The man
to whom the complaints were made'; and not 'The man who the complaints were made to').

Also
remember that your message should 'flow' logically from one short
paragraph to another. In order words, be coherent.

6) The more important the recipient is, the
more formal the language should be

Nonetheless,
use the 'modern-formal' style mentioned in number 1.

Verify
the correct spelling of the name of the recipient, as well as official
designations and pen the document accordingly. For requests, state the purpose
of the document in the subject line, as well as in the first sentence. Rephrase
the requesta last time at the end of
the document as a 'call-to-action' feature. Mastering formal writing takes practice but it is attainable.

7) Give feedback whether requested or not

But
only givetimely and factual feedback .
Do not wait until information is favourable or until you have all the facts.
This is particularly important in a team project and duringa crisis.

Providing
feedback during a team project facilitates co-operation and strength of
purpose. Difficulties are easily identified and solutions are provided for a
successful completion.

In
a crisis, timely and factual feedback eliminates speculation and diminishes
backlash. For leaders, providing feedback and addressing the crucial issues,
demonstrate empathy for those affected by the crisis, as well as credible
leadership despite the dire circumstances.

Then
in May 2014, another batch of 24 million cars was recalled in the U.Sas the company continued to tackle safety concerns. The embattled CEO was also
required to give a statement in a congressional hearing, which although daunting, was handled with notable professionalism. Her
communication was brief but succinct, confident but reassuring. She perfected
the art of communicating feedback.

To
be considered a trustworthy, proactive leader, you must cultivate the habit of
giving feedback.

8) Have a good communications strategy

This
tip is for you CEOs.

Even if your organisation has an effectivecommunications team, it is a good idea that you have your own
communications strategy to communicate your vision to the company. This is
because you are the most important driver of perceptions. Having a clear idea
of basic components of a communications strategy would make it easier for you
to drive organisation-wide acceptance, as well as direct your communications
team.

The
six components of theCommunications Strategyrecommended by this blog
- 'The What;'The Why';'The Who'; 'The How'; 'The When/How Long'; and 'The Crisis-Mode Plan'
-tackle key issues of any proposed
initiative and should be adopted on a regular basis.

In the same vein, Twitter is
not simply for celebrities. It would interest you to note that the well-known
Twitter hashtag campaign,#BringBackOurGirls
triggered international
outcry in May 2014 against the shocking abduction of 200+ Nigeria schoolgirls
by the terrorist group Boko Haram the previous month. The social media campaign, whose
far-reaching influence beyond the digital world caught the attention of
celebrities, politicians and governments,resulted in the provision of intelligence, support and resources from
the U.S,
UK, China and France to assist the Nigerian authorities to locate the captive girls.

The good news in social
media is that you will be spoilt for choice given the numerous platforms
available. Therefore identify those that are most relevant to your business and
key stakeholders and use wisely.

The bad news is, well ignore
the social media revolution and you and your company could be losing out in a
big way on influence and 'social proof'.

Whether it is getting
'likes' on Facebook, 'retweets' on Twitter, 'mentions' on Google+,'repins' on Pinterest or 'followers' on
others, getting validation on social media boosts reputations, promotes brands
and as some have sworn -social media drives sales.
Therefore, in order to communicate for results, interact and engage with your
stakeholders in an authentic way, in real time...on social media.

10)
Practise, practise, practise!

Practice is essential for
boosting your confidence, so make deliberate attempts to improve your
communicationskills.

Youshould read regularly and even outside your
field, if you areserious about becoming
a great communicator. Reading materials could include short stories, blog posts, articles, white papers, journals, newspapers, books and e-books. Take your pick. What is essential for favourable results is consistency.

If your career is steeped in
journalism, editing, PR, communications etc. then you should also read
extensively. You must have heard the saying that if you want to become a better
writer, then you need to read a great deal. In this way, you expose yourself to
good vocabulary, different styles and nuances you will subconsciously draw upon
for your work. It would also help you discover your 'voice' and ‘tone’ that
make you unique, even when your content is not original. Do not forget to brush
up on your grammar as well. Did you notice the subtle difference between using
'practise' as the title of this tip, and 'practice' in the first line?

The same advice holds true
for your verbal and non-verbal communication: practise. When a flaw is pointed
out, correct it and then practise the new 'habit'. Withtime, practice would make 'incredible'. It
may not be perfect; (we should always strive to improve our skills);
but perfection is overrated anyway.

Conclusion

Good communication skills, I
believe, are global pre-requisites for successful careers.

Whether you are an
entrepreneur ortrudging along in 'Corporateville'
orholding public office; whether you
are a millennial or a corporate leader - you need to be able to communicate for
success. With these tips in your arsenal, you are well on your way.

What other communications tips do you know? Kindly
post your comments below, anonymously if you prefer.

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